Society of St. Vincent de Paul

Bilingual Client Services Assistant Job at Society of St. Vincent de Paul in Madison, WI


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Position:
Bilingual Client Services Assistant
Brand new position to make a lasting impact in our community!
Job Location(s):
Madison, WI
Start Date:
As Soon As Possible
 
Employment Term:
Regular
Employment Type:
Full Time
Hours per Week:
40
Work Hours (i.e. shift):
Will Discuss
Starting Salary Range:
$19.50-$22.00
Salary/Benefit Notes:
Medical, dental, and vision insurance options Free long-term disability and term life insurance Voluntary short-term disability and life insurance coverage available Employee 403(b) retirement savings plan and an employer-sponsored SEP-IRA Employee assistance program Generous paid time off (PTO) and paid sick time off
 
Required Education:
Open
Required Experience:
1 to 20+ years
Required Security Clearance:
None
Related Categories:
Admin - Secretarial and Office Mgmt, Admin - Receptionist/Clerical

Position Description


JOB SUMMARY:

The Bilingual Client Services Assistant is an exciting new position that will serve as one of two key administrative liaisons connecting the Services Center with clients, individuals, organizations, and other St. Vincent de Paul locations. In this role, you will offer direct support to the CEO and Associate Executive Director, collaborating closely with fellow team members to enhance the overall efficiency of their roles.

ESSENTIAL DUTIES and RESPONSIBILITIES:                  
 
  • Answer multiple incoming lines and route telephone calls to appropriate destination.
  • Process requests for client assistance, checking eligibility and forward calls appropriately.
  • Provide clients with information regarding the various programs we offer.
  • Issue clothing and furniture vouchers.
  • Add member conference home visits into Serveware software.
  • Provide support to Seton Program family support.
  • Serve as primary contact for Seton Program families during Director’s absence.
  • Serve as primary contact for micro-loan requests.
  • Welcome visitors and vendors to Seton Program offices.
  • Become cross-functionally trained with the Client Services Coordinator.
  • Perform various clerical and office support tasks.
  • Prepare materials and put together informational packets for various meetings/trainings in the Seton Program space.
  • Coordinate room usage and set up room for various meetings/trainings; hold responsibility for updating and maintaining room-scheduling calendar.
  • Keep receptionist’s office and front reception area neat and orderly.
  • Order kitchen and other office supplies as needed.
  • Work within the organization’s databases to support the efforts of the Associate Executive Director, Development Director, Membership Director, and client services. Participate in efforts by each team to maximize the potential benefits of each database.
  • Support the effort to create a more inclusive and equitable organization.
  • Ensure continuous communication with the supervisor by promptly reporting any issues, supply requirements, or other crucial matters essential for the efficient operation of the reception area.
  • Adhere to the Safeguarding Policy by ensuring timely completion of mandatory training, staying updated on relevant training modules, and undergoing the necessary background checks to maintain compliance.
  • Assist staff and clients  with Spanish translation services as needed.
  • Assist staff with data entry and other projects and tasks as assigned.
  • Maintain the kitchen area, make daily coffee, and load and unload the dishwasher.

QUALIFICATIONS & KEYS TO SUCCESS
 
  • Physically capable of answering the telephone, operating the computer and using other office equipment.
  • Able to work with the public on the telephone and in the office in a friendly and courteous manner, and able to provide excellent customer service.
  • Ready to work with the demands of a busy office that requires handling multiple clerical functions with good organizational skills and high attention to detail.
  • Willing and able to work with Client Services staff to provide excellent service to clients and volunteers.
  • Bilingual in English and Spanish
  • Demonstrate the ability to communicate and effectively interact with people across cultures, ranges of ability, ethnicities, and races.
  • Competent in using Gmail, Google Calendar, and all components of Google Drive as well as all components of Microsoft Office Suite, including Word, Excel and PowerPoint.
  • Able to develop and maintain competence in the databases used for development, membership, and client services
  • Able to maintain professional discretion regarding confidential organization and client information.
  • Demonstrate the implementation of best practices as required by the SVdP Safeguarding policy when interacting with children and vulnerable adults.
  • Physically able to rearrange furniture, or seek timely required assistance, to set up meeting-room space.
  • Knowledgeable of, or willing to learn about the mission and work of the Society of St. Vincent de Paul and the operations of the District Council of Madison.

PREFERRED SKILLS
 
  • Experience with Raiser’s Edge donor-database program.
  • Experience with Serveware database program.
  • Exceptional interpersonal skills and the ability to communicate with individuals from diverse backgrounds, including those experiencing homelessness, poverty and other traumatic backgrounds.

PHYSICAL AND MENTAL REQUIREMENTS
  • While performing the duties of this job, the employee is frequently required to sit, talk and/or hear, and/or use hands to type, handle, or touch objects, tools, or controls.  The employee is occasionally required to stand, and/or walk. The employee must occasionally lift and/or move up to 20 pounds while moving files or small packages. The employee may have to drive to varying locations to meet with staff and/or partners. Specific vision abilities required by this job include close vision and the ability to adjust focus. The mental and physical requirements described here are representative of those that must be met by an individual to successfully perform the essential functions of this position.
  • An individual in this position must be able to successfully perform the essential duties and responsibilities listed above. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

FULL-TIME JOB BENEFITS
  • Medical, dental, and vision insurance options
  • Free long-term disability and term life insurance
  • Voluntary short-term disability and life insurance coverage available
  • Employee 403(b) retirement savings plan and an employer-sponsored SEP-IRA
  • Employee assistance program
  • Generous paid time off (PTO) and paid sick time off

EQUITY

St. Vincent de Paul has a vision for a deeply inclusive environment for our membership, staff, and volunteers. To foster a culture of belonging while providing equitable service delivery above and beyond Equal Opportunity requirements, SVdP candidates must be committed to cultural competency growth and work within diverse teams. SVdP is an AA and Equal Opportunity Employer.
 
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